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Version: Version 22

Configurations

Introduction​

What are workflow configurations?
Configurations define the structure and rules of approval workflows. Only preconfigured workflows can be started by users. Configurations determine which groups, roles, and categories are available.

Who uses it?

  • System administrators who set up the initial managers of the workflows app.
  • Managers who oversee the overall setup of workflow groups.
  • Coordinators who create and maintain workflows within their assigned group.

Key roles in configuration​

  • System Administrator
    Connects the first Manager to the Approval Workflows app.

  • Manager
    Has full rights within the app. Can add other managers and assign coordinators to groups.

  • Coordinator
    Assigned to a workflow group. Can configure workflows for that group and manage running workflow requests.

Configuration process​

  1. Assign a Manager

    • The System Administrator opens the Approval Workflows app.
    • Under the Configuration tab, add a Manager via the Members button.

  2. Set up Groups

    • Groups organize workflows by portfolio or organizational unit.
    • Each group can have one or more Coordinators who manage workflows within that group.
    • For more information, see Groups

  3. Define Roles

    • Roles link people to workflow responsibilities.
    • Assign fixed roles (e.g., portfolio manager) so reassignment is easy.
    • Optional: assign a reserve approver to ensure continuity.
    • For more information, see Roles

  4. Create Categories (Workflows)

    • Categories represent the actual approval workflows.
    • Each category can have up to 5 steps.
    • Steps can be configured as Approval or Advice, and set to sequential or parallel.
    • Roles or individuals are assigned to each step.
    • For more information, see Categories

Roles​

Roles represent the people responsible for giving advice or approvals in workflows. Instead of assigning individual users directly in every workflow, roles act as placeholders that can be linked to specific people.

What are roles used for?​

  • To define who participates in workflow steps (approval or advice).
  • To allow for easy replacement: if the person behind a role changes, all ongoing and future workflows are updated automatically.
  • To add flexibility: some steps can be configured to use roles, others to require manual selection of people when starting the workflow.

Types of roles​

  • Fixed roles
    Used for recurring responsibilities such as Portfolio Manager or Controller.

  • Project-specific roles
    Used for responsibilities that change from project to project (e.g., Steering Committee members). In these cases, users select the actual persons when starting the workflow.

Role details​

When defining a role, you specify:

  • Name: clear and recognizable (e.g., “Portfolio Manager”).
  • Approver: the person currently linked to the role.
  • Reserve approver (optional): a backup who can act if the primary approver is unavailable.

Where to find roles​

  • Roles are created and managed in the Approval Workflows app under the Configuration tab.
  • They are assigned to steps within categories (workflows) to determine who acts at each stage.

Categories​

Categories represent the actual approval workflows that users can start. Each category defines a sequence of steps, the participants involved, and the rules for how approvals or advice are collected.

Structure of categories​

  • Steps
    A category can contain up to 5 sequential steps.
    Each step defines:

    • The step type (Approval or Advice).
    • Whether it runs sequentially or in parallel.
    • Who participates (roles or individual persons).

  • Naming
    Categories are stored under clear, recognizable names so users can easily select the right workflow when starting one.

Step types and their behavior​

  • Advice step

    • Participants provide input without formally approving or rejecting.
    • Useful for gathering expert opinions before the decision stage.
    • Comments are stored in the audit trail.

  • Approval step

    • Participants must explicitly approve or reject.
    • The workflow only continues once the approval rules for this step are satisfied.

Sequential vs. Parallel​

  • Sequential

    • Participants act one after the other, in the order defined.
    • The next person cannot act until the previous one has finished.
    • Best used when decisions depend on prior input (e.g., steering committee reviewing advice).

  • Parallel: all required

    • All participants must act, but they can do so independently.
    • The step completes once every assigned person has submitted their advice or approval.
    • Useful for gathering multiple perspectives simultaneously (e.g., controller + architect).

  • Parallel: one sufficient

    • The step is completed once a single participant has acted.
    • Used for efficiency when any one approver’s input is enough (e.g., one of several deputies can sign off).

Roles vs. Persons​

  • Roles

    • Best for fixed responsibilities (e.g., Portfolio Manager, Controller).
    • Reassigning the person behind a role automatically updates all ongoing and future workflows.

  • Persons

    • Used when participants vary per project (e.g., steering committee members).
    • When starting the workflow, the user must select who will fill the role in this instance.

Example: Change request workflow​

  1. Step 1: Advice

    • Controller + Architect (parallel, all required).
    • Both must submit their advice independently.

  2. Step 2: Approval

    • Steering Committee (sequential).
    • Each member approves in order.

  3. Step 3: Final Approval

    • Portfolio Manager (single role).
    • Workflow is complete once approved.

This example shows how different configuration choices shape the path and behavior of the workflow.

Best practices​

  • Keep the number of steps limited to avoid long delays.
  • Use Advice steps early to build consensus, then Approval steps for formal decisions.
  • Choose parallel where possible to save time, unless order is critical.
  • Use roles for recurring positions, and persons only for specific participants.
  • Always give categories clear names that describe their purpose (e.g., “Business Case Approval,” “Change Request”).

FAQ​

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Need more support?​

For step-by-step instructions or troubleshooting, contact your Fortes Change Cloud administrator or consult in-app help.